Admin & Production Virtual Assistant

Company Overview:

BE SmartAdmin Services Pty Ltd (BESAS) connects talented professionals with forward-thinking companies around the world. We are currently partnering with a highly creative Australian visual production company based in Darwin, Northern Territory.

This client is a leading visual production studio specializing in high-end video content, from documentaries and television commercials to corporate messaging and live broadcasts. They are known for turning complex ideas into visually compelling stories, combining technical expertise, innovative workflows, and a collaborative culture. Working with this team means contributing to projects that are seen nationally and internationally, helping brands and broadcasters bring their stories to life.

If you thrive in a fast-paced, creative environment and want to make a tangible impact on high-quality productions, this role is perfect for you.

Role Overview:

As an Admin & Production Virtual Assistant, you will support the daily operations of the company and help ensure seamless project execution. This role combines administrative, operational, and light bookkeeping responsibilities to keep the studio running efficiently.

Key Responsibilities:

Partial Bookkeeping (via Xero)

• Invoicing & Time Tracking:Prepare invoices, manage payments, maintain timesheets, and assist with payroll updates, ready for approval.
• Expenditure Management:Record and track company expenditures, keeping preliminary bookkeeping up to date.
• Bookkeeper Liaison:Collaborate with the company bookkeeper to ensure all accounting requirements are met.

Administrative & Production Support

• Work Schedule Management:Assist in managing work schedules, staff bookings, and project timelines.
• Quote & Tender Assistance:Help create quotes and tender submissions as needed.
• Inventory Oversight:Manage inventory of office supplies, production consumables, and equipment.
• Office Maintenance:Coordinate repairs, ensure office equipment is maintained, and keep records current.
• Meeting Organisation:Plan and coordinate meetings, including weekly Work In Progress meetings; prepare agendas, take minutes, and circulate action items.
• Email & Calendar Management:Manage emails and calendar efficiently, respond to messages, schedule appointments, and send reminders.
• Phone Handling:Professionally manage a dedicated company phone line.

Qualifications & Experience:

• Minimum 3 years’ experience in home-based administration or bookkeeping roles.
• At least 1 year of experience in Australian administration practices.
• Highly organised, proactive, and able to meet strict deadlines.
• Strong attention to detail and accuracy.
• Excellent time management, planning, prioritisation, and problem-solving skills.
• Strong written and spoken English communication skills.
• Proficient with Gmail, Google Drive, Xero, and Wiplist (training for Wiplist will be provided).
• Knowledge of Australian media production is a plus.

Home Office Requirements:

• Stable power supply and internet connection (minimum 10 Mbps).
• Computer/laptop with at least 8GB RAM and Microsoft Office installed.

Working Hours:

• Monday to Friday, 7:00 AM – 3:30 PM Philippine Standard Time (30-minute unpaid lunch).
• Clockify: Use this time-tracking app to log your 8-hour workday in detail, specifying tasks and time spent.
• Short tea breaks of up to 15 minutes (maximum 2 per day) are allowed with prior supervisor approval.

Compensation & Benefits:

• Premium rate– ₱325/hour (billable work).
• Base rate– ₱225/hour (non-billable work, tea breaks, idle time).
• Estimated monthly salary (93.75% billable, 40-hour week): approx. ₱55,250.
• Salary paid in Philippine Pesos (Security Bank account required).
• Offshore contractor status; voluntary contributions to SSS, HDMF, PhilHealth.
• Salary increase after passing 6-month probation.

How to Apply:

If you’re organised, detail-oriented, and excited to support a creative production team, please email your C. This is an exciting opportunity to join a company that values creativity, collaboration, and operational excellence.